Medical Support Secretary

Sheffield Children's; Sheffield; On-site

Job description

Sheffield Children’s NHS Foundation Trust

We are looking for a motivated, organised, and enthusiastic person to provide essential support to our clinical staff. Your role provides a link between the Trust, patients, their carers, GPs, and other healthcare professionals.

You will handle administrative tasks, assist with medical documentation, patient information, and support clinical staff with daily operations. Additionally, you'll ensure seamless cover during absences, and promote communication across departments.

Familiarity with hospital systems such as SysmOne, EDMS, or Careflow would be beneficial, but is not essential.

If you're keen to develop your secretarial experience and contribute to a dynamic healthcare team, we encourage you to apply!

Main duties of the job

Reporting into the Admin Manager, your responsibilities will include:

1. Type clinical documents, manage correspondence, and maintain filing systems.
2. Update patient records, schedule appointments, and process referrals.
3. Arrange patient admissions, investigations, and coordinate with medical staff.
4. Handle sensitive reports and transcribe meeting minutes.
5. Help with cover for secretaries during absences and ensure continuity of work.
6. Help coordinate annual leave, support staff training, and assist with office supplies.
7. Ensure accuracy, confidentiality, and adherence to safeguarding and health policies.

About us

At Sheffield Children's, our purpose is clear: to provide healthier futures for children and young people. Our three strategic aims are:

• Brilliant Place to work
• Leaders in Children's Health

We work successfully with local, regional, and national partners to provide physical and mental healthcare across acute and community settings. Many of our clinicians are amongst the best in their field, recognised nationally and internationally for their expertise.

As well as having enormous pride in what we do, we are a friendly, welcoming, and motivated NHS Trust who are guided by our CARE values: Compassion, Accountability, Respect, and Excellence. Our nearly 4000 colleagues live these values, ensuring kind and compassionate care that makes patients and their families feel safe and at home.

As we approach our 150th anniversary in 2026, we remain committed to enhancing our reputation in children's health leadership, improving the experiences of both patient and colleagues, and focusing on our communities and population health.

Sheffield Children's provides great benefits to support your wellbeing, with excellent annual leave and pension schemes, health programmes, and exclusive discounts--helping you succeed at work and beyond.

Job responsibilities

For more information on the main responsibilities for this post, please refer to the job description and person specification.

Please note that Sheffield Children's uplift pay to meet the Real Living Wage, which is £12.60 per hour.

Diversity Statement

At Sheffield Children’s, we are committed to creating an inclusive environment that celebrates diversity and supports everyone's success. We prioritise Equality, Diversity, and Inclusion in our recruitment practices, creating a welcoming space for people of all backgrounds, including ethnic minorities, individuals with disabilities, and LGBTQ+ members.

Recognising that inclusivity is an ongoing effort, we review our processes and welcome feedback to enhance our practices. A diverse team strengthens our organisation and the quality of care we deliver.

Person Specification

Qualifications and Training

• 3 GCSE's (or equivalent) including English and Maths at grade C or above
• OCRII Word Processing (or equivalent demonstrable NHS experience as a support secretary)
• NVQ II Business Administration or equivalent
• RSA II typing or equivalent qualification or equivalent experience

Experience

• Experience of secretary/admin role within the NHS
• Experience of working in a multi-disciplinary team
• Audio typing experience
• Experience of scheduling/coordinating appointments and/or resources
• Experience of working with filing systems
• Experience of good customer or patient care
• Experience of working with different computer software e.g. mail, internet etc.
• Experience of medical terminology
• Experience with NHS/Healthcare software systems
• Experience of working with confidential material

Knowledge and Skills

• Good time management skills with the ability to prioritise work according to deadlines
• Able to work as part of a team as well as under own initiative
• Good verbal and written communication skills with team/clients/relatives using tact when required
• Ability to deal with conflict
• High standard of accuracy
• Ability to establish and maintain effective working relationships
• Knowledge of medical terminology
• Understanding of 18 week Referral To Treatment (RTT) process
• Understanding and knowledge of Caldicott/Data Protection Act

Personal Attributes

• Adaptable to change
• Ability to motivate and encourage others in team
• Team-working mind-set - able to support other teams across sites

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Contract

Permanent

Working pattern

Part-time

Reference number

TEMP_500

Job locations

Sheffield Children's NHS Foundation Trust